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Nairobi County Assembly Integrated System (NCAIS)

Welcome to the official user documentation for NCAIS – the Nairobi County Assembly Integrated System.
This system integrates multiple departments and processes to streamline the operations of the County Assembly.

💡 Tip: Use the sidebar to quickly navigate between modules and processes.

Introduction

NCAIS is designed to help County Assembly staff perform their duties efficiently.
The system is organized into modules, each representing a functional area, and each module contains processes that guide your daily work.

Modules Overview

The system includes the following modules, each with its own processes:

  • Legislative – Manage bills, motions, and assembly records.
  • Committee Services – Organize committee schedules and reports.
  • Legal Audit – Track and audit legal compliance.
  • Litigation Management – Handle legal cases efficiently.
  • Legal Writing & Advisory – Draft and review legal documents.
  • Conveyancing Services – Manage property and land-related processes.
  • Contract Drafting – Create and maintain contracts.

Administration

  • Asset Management – Track assets and inventories.
  • Transport Management – Manage vehicles and transport requests.
  • Hospitality – Handle events, visitors, and refreshments.
  • Cleaning Process – Schedule and manage cleaning services.
  • Laundry Services – Track laundry and uniforms.

Human Resource

  • Workforce Planning and Employment – Plan staffing needs and recruitment.
  • Employee Lifecycle Management – Manage onboarding, transfers, and exits.
  • Performance, Learning and Growth – Track appraisals and training.
  • Employee Insurance – Manage insurance claims and policies.
  • Employee Relations & Welfare – Handle grievances and welfare programs.
  • Digital HR & Analytics – Access HR reports and analytics dashboards.

Internal Audit

  • Internal Audit Configuration and Methodology Libraries – Set up audit frameworks.
  • Evidence Management & Chain of Custody – Track evidence securely.
  • Audit Findings, Reporting & Compliance Oversight – Document and review audit findings.
  • Audit Committee Governance & Quality Assurance – Manage committee activities.
  • Management Action & Follow-Up on Audit Recommendations – Ensure corrective actions are implemented.

Finance

  • Budgeting & Appropriation – Plan and allocate budgets.
  • Integration & Reconciliation – Manage account reconciliations.
  • Exchequer & Cash-Flow Management – Track cash and payments.
  • Gratuity – Manage staff gratuity funds.
  • Financial Reporting & Analytics – Generate financial reports.
  • Scheme Funds – Car Loan & Mortgage – Track employee loans and mortgages.

Supply Chain Management

  • Stores Management – Track inventory and stock.
  • Procurement Planning – Plan and manage procurement activities.
  • Supplier Registration – Maintain supplier database.
  • Contract Management – Track supply contracts.
  • File Tracking – Manage internal document flows.
  • Records Management – Archive and access records efficiently.

Accounts

  • Accounts Payable – Manage outgoing payments.
  • Fixed Assets – Track fixed assets and depreciation.
  • Imprest Management – Manage petty cash and small expenses.

Getting Started

To start using NCAIS:

  1. Navigate to any module from the sidebar to explore its processes.
  2. Each process page contains step-by-step instructions, reference materials, and workflow guidelines.
  3. Use the search bar (top-right) to quickly find processes or topics.
  4. For help, refer to the support section at the bottom of each page.

⚡ Pro Tip: Bookmark frequently used processes for faster access.

Support & Feedback

If you encounter issues or have feedback:

  • 📧 Email: support@nca.go.ke
  • 📄 Documentation updates: Check this space regularly for new guides and tutorials
© 2025 Nairobi County Assembly Integrated System (NCAIS)